Information Governance Specialist

Job Purpose

To ensure compliance and adherence with the Agency’s information governance policies and frameworks. The post holder will develop robust information governance systems and processes that meet statutory requirements within particular in regard to access rights, records management and privacy data. 

Key Responsibilities:

Management/Administrative Responsibilities 

• Demonstrates leadership through ethical behaviour, delegation and sharing of knowledge and skills 
• Prepares and submits reports on the activities of the Document Management Unit as required 
• Assists in the preparation of Divisional Work Plans and budget 
• Provides secretariat functions to the Agency’s RIM Committee 
• Conducts performance reviews in accordance with PMAS guidelines
• Participates in selection of staff (for the Agency) 
• Establishes and fosters a culture of teamwork 
• Maintains discipline and work ethic among staff 
• Assesses training needs on an ongoing basis and makes recommendations, as required 

Technical/Professional Responsibilities 

• Provides guidance and advice on records management issues 
• Develops and implements information-sharing arrangements and protocols with partner organisations 
• Ensures that all new systems meet all Information, Records and Data Management arrangements 
• Ensures that core standards in the creation, use and storage of records are implemented in the Agency 
• Monitors and audits records management for the Agency 
• Develops information governance policies, frameworks, business cases, and assesses appropriate software to ensure clients have a foundation for information governance
• Conducts assessments related to records management schedules, existing information governance maturity, and e-discovery/legal hold processes 
• Communicates team requirements and executes against project plans to deliver client work product on time and on-budget 
• Implements corporate client data and information governance programmes and designs information governance project charters and project plans 
• Drafts and edits corporate client policies related to data, information, records management, and acceptable use of information, as well as preparation of incident response plans, information management plans 
• Develops information governance, risk management and compliance software requirements for the NLA and assesses client requirements to determine technology that best fits the organization 
• Identifies and researches new trends, new tools related to data mapping, categorization and classification, records and information management, knowledge management, governance risk management and compliance, legal technology, web content management, and other related software 
• Supports client relationship team members and business development efforts by providing expert support throughout the sales cycle, including preparation of materials in response to RFPs, presentations statements of works and proposals 
• Develops Terms of Reference for the engagement of consultants for Information Governance and scanning/digitization services 

Other Responsibilities 

• Performs other related duties assigned from time to time by the Senior Director 

Required Skills/Competencies

The incumbent should demonstrate: 

• Strong interpersonal skills 
• Excellent planning, organising and problem-solving skills 
• Excellent oral/presentation and written communication skills 
• Strong analytical and advanced research skills related to industry trends, market competition and technology 
• Solid organisational skills especially ability to meet project deadlines with a focus on details 
• Ability to successfully multi-task while working independently or within a group environment 
• Proven ability to work in a deadline-driven environment and handle multiple projects simultaneously 
• Ability to interact effectively with people at all organisational levels of the Agency and with clients 
• Good negotiating skills 
• Strong critical thinking skills 
• Sound work ethic 
• Effective time management 
• Strong project management skills and ability to deliver projects on time and within budget 
• Computer literate including proficiency in the use of applications such as Microsoft Office Suite. 

Minimum Required Qualifications and Experience:

• Bachelor’s degree in Computer Science, Information Governance, Records Management, Public Administration or similar degrees preferred. 
• Minimum of five (5) years’ experience in information governance, records management, Registry operations, library management 
• Experience in compliance, policy development, information management, records management, data privacy/protection and information technology required
• Project Management training and experience would be advantageous
• Certification in records management, information governance (IGP), data privacy (CIPM, CIPP) and/or other relevant certifications would be an asset

We appreciate all responses but only short-listed applicants will be contacted.